1. Introduction
Welcome to AI Call Management ("we," "us," or "our"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered call management and reservation platform (the "Service"), including our website, dashboard, booking pages, voice AI system, and related services.
By accessing or using our Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with this policy, please do not use our Service.
2.1 Information You Provide
- Account Information: When you register for an account, we collect your name, email address, phone number, and business details (business name, address, type of business).
- Reservation Data: When reservations are made through our platform (via phone or web booking), we collect customer name, phone number, email address, party size, date/time, and any special requests or notes.
- Contact Information: When you contact us through our support form, we collect your name, email, phone number, and message content.
- Payment Information: When you subscribe to a paid plan, payment details are collected and processed by our third-party payment processor. We do not store your credit card numbers on our servers.
2.2 Information Collected Automatically
- Device & Browser Data: IP address, browser type and version, operating system, device type, and screen resolution.
- Usage Data: Pages visited, features used, timestamps, referring URLs, and interaction patterns within our dashboard.
- Call Data: When calls are handled by our AI voice system, we collect call logs including caller phone number, call duration, timestamps, call direction (inbound/outbound), and call status. Calls are processed through our telephony infrastructure.
2.3 Information from Third Parties
- Authentication Providers: If you sign in via our external authentication provider, we may receive your name, email address, and authentication identifiers.
- Payment Provider: Our payment processor may provide us with subscription status, billing history, and payment confirmation details (but not full card numbers).
3. How We Use Your Information
We use the information we collect for the following purposes:
- Provide and Maintain the Service: To operate our AI call management platform, process reservations, and manage your account.
- Process Reservations: To create, modify, and manage reservation bookings on behalf of businesses and their customers.
- Send Communications: To send reservation confirmations, reminders, updates, and cancellation notices via SMS and email.
- AI Voice Call Handling: To power our AI voice assistant that answers calls, takes reservations, and provides information to callers on behalf of your business.
- Payment Processing: To process subscription payments, manage billing, and track usage against plan limits.
- Customer Support: To respond to your inquiries, troubleshoot issues, and provide technical assistance.
- Analytics & Improvement: To analyze usage patterns, monitor service performance, and improve our platform's features and reliability.
- Security: To detect, prevent, and address fraud, abuse, and security incidents.
- Legal Compliance: To comply with applicable laws, regulations, and legal processes.
4. SMS Communications
Our platform sends SMS messages to customers as part of the reservation management process. This section explains our SMS practices:
4.1 Types of SMS Messages
- Reservation Confirmations: Sent when a new reservation is created, containing booking details such as date, time, party size, and confirmation code.
- Reservation Reminders: Sent prior to the reservation date/time to remind customers of their upcoming booking.
- Reservation Updates: Sent when a reservation is modified, including changes to date, time, or party size.
- Cancellation Notices: Sent when a reservation is cancelled.
4.2 Consent
By providing a phone number during the reservation process (whether via phone call, web booking, or through a business using our platform), the customer consents to receiving transactional SMS messages related to their reservation. These messages are transactional in nature and directly related to a requested service.
4.3 Opt-Out
Customers may opt out of receiving SMS messages by replying STOP to any message received from our platform. After opting out, no further SMS messages will be sent unless a new reservation is made with explicit consent. Businesses may also disable SMS notifications for their account through the dashboard settings.
4.4 Message Frequency & Rates
Message frequency varies based on reservation activity. Typically, customers receive 1-3 messages per reservation (confirmation, reminder, and any updates). Standard message and data rates may apply depending on your mobile carrier and plan.
5. Data Sharing & Third Parties
We share your information with the following categories of third parties, solely to provide and improve our Service:
- Telephony & SMS Provider: Our telephony provider processes voice calls and SMS messages on our behalf, governed by their own privacy policy.
- Payment Processor: Our payment processor handles all payment transactions and stores payment credentials securely, governed by their own privacy policy.
- Authentication Provider: Our external authentication provider manages user sign-in and identity verification, governed by their own privacy policy.
- AI/LLM Providers: We use AI language model providers to power our voice assistant. Call conversation data is processed by these providers to generate real-time responses. No conversation data is retained by these providers beyond the duration of the call session.
- Infrastructure Providers: We use cloud hosting and infrastructure services to run our platform. These providers may process data on our behalf under strict data processing agreements.
We do not sell your personal information to third parties. We do not share your data for advertising or marketing purposes unrelated to our Service.
6. Data Retention
We retain your information for as long as necessary to provide our Service and fulfill the purposes described in this policy:
- Account Data: Retained for the duration of your account and for up to 30 days after account deletion to allow for recovery.
- Reservation Data: Retained for up to 12 months after the reservation date for reporting and analytics purposes.
- Call Records: Call logs and metadata are retained for up to 12 months.
- Payment Records: Billing and transaction records are retained for up to 7 years to comply with financial and tax regulations.
- Support Tickets: Retained for up to 24 months after resolution.
When data is no longer needed, it is securely deleted or anonymized.
7. Data Security
We implement appropriate technical and organizational measures to protect your information, including:
- Encryption of data in transit using TLS/SSL
- Secure password hashing and authentication mechanisms
- API key authentication for service-to-service communication
- Role-based access controls and business-level data isolation
- Regular security reviews and monitoring
- Brute force protection with account lockout mechanisms
While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.
8. Your Rights
Depending on your jurisdiction, you may have the following rights regarding your personal information:
- Access: Request a copy of the personal information we hold about you.
- Rectification: Request correction of inaccurate or incomplete information.
- Erasure: Request deletion of your personal information, subject to legal retention requirements.
- Portability: Request your data in a structured, commonly used, machine-readable format.
- Objection: Object to the processing of your information for certain purposes.
- Restriction: Request that we limit the processing of your information in certain circumstances.
To exercise any of these rights, please contact us using the information provided in the Contact Us section below. We will respond to your request within 30 days.
9. Children's Privacy
Our Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child under 18, we will take steps to delete that information promptly. If you believe a child has provided us with personal information, please contact us.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will:
- Update the "Last Updated" date at the top of this page
- Notify registered users via email for significant changes
- Post a notice on our dashboard for active users
Your continued use of the Service after any changes constitutes acceptance of the updated Privacy Policy.
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
We aim to respond to all inquiries within one business day.